文秘英语 Unit 5 Business CorrespondenceWord下载.docx

文秘英语 Unit 5 Business CorrespondenceWord下载.docx

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7.acknowledgementletter

8.electronicmail

9.contract

10.invitationletter

11.orderletter

12.introductionletter

电子邮件

订购函

投诉函

报价函

询价函

催收函

确认函

传真

邀请函

合同

索赔信

介绍函

ActivityTwoCoreSentences

ZhangHongandhercolleagueLindaaretalkingabouthandlingbusinesscorrespondence.Belowaresomecoresentencesextractedfromtheirconversation.Readthemaloudandtrytomemorizethem.

1.Mr.BlacktoldustowriteaquotationlettertoMr.White.

2.WhatshallwedowiththecomplaintletterfromABCCompany?

3.Welookforwardtoreceivingyourearlyreply.

4.Thisisanurgentletterwhichshouldbesentbyregisteredexpressairmail.

5.Doyouhavetheemailaddressesofallthestaffinourcompany?

1.布莱克先生让我们给怀特先生写一封报价函。

2.我们如何处理ABC公司的投诉信？

3.盼您早日回信。

4.这是一封急件，需用航空挂号快递寄出。

5.你有我们公司全体职员的电子邮件地址吗？

SessionTwoListening

Thissessionistoprovideyouwithsomelisteningactivitiesregardingsecretarialpractice.Therearetwoactivitiesinthissession:

fiveshortdialoguesinoneactivityandonepassageintheother.

ActivityOneShortDialogues

Thisactivityistocheckyourabilitytounderstandfiveshortdialogues.Aftereachdialogue,thereisarecordedquestion.Boththedialoguesandquestionswillbespokentwice.Whenyouhearaquestion,youshoulddecideonthecorrectanswerfromthefourchoicesmarkedA）,B）,C）,andD）giveninthecoursebook,andthenchoosethecorrectanswer.Beforeyoulistentothedialogues,firsthaveaquicklookatthefollowingwords,whichmightbehelpful.

1.Howmanycopiesoftheinvitationletterareneeded?

A.350.B.250.

C.315.D.215.

2.Whatistheman’semailaddress?

A.lynnhncs@.B.lynhncs@.

C.lynhnncs@.D.lynhnscn@.

3.Wheredidtheconversationprobablytakeplace?

A.Inaworkshop.B.Inanoffice.

C.Inadininghall.D.Inabank.

4.Doesthemanhavetimetogototheceremony?

A.No,becausehehasnothingtodotomorrowmorning.

B.Yes,becausehehasnothingtodotomorrowmorning.

C.Yes,becausehehastocheckhisschedule.

D.No,becausehehastocheckhisschedule.

5.WhichoneisNOTNECESSARYforatypicalbusinessletter?

A.Theheading.B.Thesalutation.

C.Theenclosure.D.Thecomplimentaryclose.

ActivityTwoAShortPassage

Inthisactivity,youwillheararecordedpassage.Thepassageisprintedbelow,butwithsomewordsorphrasesmissing.Thepassagewillbereadthreetimes.Forthefirstreading,youshouldtrytogetthemainideaofthepassage.Duringthesecondreading,youarerequiredtoputthemissingwordsinthenumberedblanksaccordingtowhatyouhaveheard.Thethirdreadingisforyoutocheckyouranswer.Beforeyoulistentothepassage,firsthaveaquicklookatthefollowingwords,whichmightbehelpful.

SessionThreeReading

ActivityOnePrinciplesofBusinessCorrespondence

Writingbusinesscorrespondencediffersinsomewaysfromwritingcommonarticles.Weshalldiscussthreemajorprinciplesinbusinesscorrespondencewriting.Wecallthemthe3Cprinciples,whichareclarity,concisenessandcourtesy.

Clarity:

Itmeansexpressingyourmessageclearly.Youshouldchooseshort,familiarwordsinsteadoflong,unfamiliarwords,asyoucannotexpectthereadertolookinthedictionaryfromtimetotimewhilereadingyourletter.

Conciseness:

Thisprinciplemeansthatyoushoulduseasfewwordsaspossibletoexpressyourmessage.Youmayuseabbreviationsandsimplesentencepatternstoachievethisgoal.You’dbetterusewordstoreplacephrasesandclauses.

Courtesy:

Courtesydoesn’tsimplymeanthatyoushouldwritepolitely.Skillfulbusinesswriterswilltakethereaders’thoughts,feelings,andpointsofviewintoconsiderationwhenwritingbusinessletters.Forexample,suchwordsasplease,thankyou,etc.appearinbusinesslettersfrequently.

Belowaresomeexamplesforyoutocompare.Pickoutthebetterwritingsaccordingtothe3Cprinciples,andgiveyourreasons.

ActivityTwoABriefIntroductiontoBusinessCorrespondence

Tillnow,you’vegotthebasicrequirementswhenwritingbusinesscorrespondence.Then,howtowriteatypicalbusinessletterwillbeyourconcern.There’sapassageforyoutomakeabriefintroductiontobusinesscorrespondence.Trytoanswerthefollowingquestionsafteryoufinishthefirstreading.

Questionsonthepassage:

1.Whatisbusinesscorrespondence?

2.Howmanypartsareessentialforabusinessletter?

Whatarethey?

3.WhatdoestheP.S.meaninabusinessletter?

ABriefIntroductiontoBusinessCorrespondence

Communicationthroughlettersisknownascorrespondence.Wecommunicateourfeelingsorthoughtstoourfriendsandrelativesthroughletters,whichiscalledpersonalcorrespondence.Businessmenalsoexchangeideasandinformationbywritingletterstotheircustomers,suppliersandothers,whichmaybecalledbusinesscorrespondence.

TheEssentialPartsofaBusinessLetter

Inordertoensurethequalityofbusinessletters,weshouldpayattentiontoeachpartoftheletter.Theessentialpartsofabusinessletterareasfollows:

1.TheHeading

Itusuallyincludesyourorganization’sname,address,telephonenumber,faxnumberandthetrademark.Inaddition,youcanprovidetheemailaddressandwebsite.

2.TheDateLine

Thedatelinediffersfromcountrytocountry.ThecommononesareM/D/Y（typicalAmerican）,D/M/Y（typicalBritish）.Themonthisusuallywritteninlettersbecausefiguresmaycreateconfusion.

3.TheInsideAddress

Theinsideaddressisthenameandaddressofthepersonorthecompanytowhomtheletteristobesent.

4.TheSalutation

Thesalutationisthegreetingtoyourrecipient.Itisusuallyfollowedbyacomma（,）.Thesalutationvariesaccordingtothewriter-recipientrelationsandtheformalityleveloftheletter.Thefollowingaresomecommonsalutations:

DearSir/Madam:

Forofficialandformalcorrespondence

DearMr.XXX:

Formen

DearMrs.XXX:

Formarriedwomen

DearMissXXX:

Forunmarriedwomenandgirls

DearMs.XXX:

Forwomen,maritalstatusunknown

（Dear）firstnameonly:

Forclosefriends

5.TheWritingBody

Thisisthemainpartoftheletter.Thispartcarriesthemessageyouwanttosend.The3Cprinciplesshouldbeappliedhere.

6.TheComplimentaryClose

Thispartislikesayinggoodbyetotherecipient.Likethesalutation,thecomplimentaryclosehassomevariations.Itmatchesthesalutation.Belowaresomeexamples:

DearSir/Madam,Yoursfaithfully,

DearMr.Dickens,Yourssincerely,

DearJohn,Sincerely,

7.TheSignature

Itincludesthreeparts:

thehandwrittennameofthewriter,thetypednameofthewriter,andthetitleofthewriter.

SomeOptionalPartsofaBusinessLetter

Yousometimesmayneedmorepartstobeincludedinabusinessletter.Thefollowingaresomeoptionalpartsofabusinessletter:

1.TheSubjectLine

Thesubjectlinehelpstherecipientknowthesubjectquickly.Itshouldbewrittenverybriefly,anditisusuallynotacompletesentencebutaphrase.Ifyouwanttoprovideasubjectline,itusuallycomesbeforethewritingbody.

2.TheEnclosure

Whensomethingelseissenttogetherwiththeletter,youaddtheenclosuretotellthereaderwhatisenclosed.

3.ThePostscript

Thepostscript（oftenshortenedtoP.S.）isusedtoaddsomethingthatisnotincludedinthewritingbody.

Knowingtheabovepoints,youwillbeabletowriteaneffectivebusinessletter.

correspondence

通信

essential必要的

trademark商标

confusion混淆

recipient收件人

salutation致意

marital婚姻的

variation变化

optional

可任意选择的

enclosure附件

enclose随件附上

postscript附言

Ifyoufeelitdifficulttounderstandthepassage,readthefollowingnotes,andtrytowatchthevideotutorialswherethetutorwillgiveyouadetailedexplanationofthewholepassage.ThevideotutorialscanbeaccessedontheInternetat.

Notes

1.Communicationthroughlettersisknownascorrespondence.

通过信件进行的交流被称为通信。

句中短语beknownas意为“被称为……；

以……著称”。

注意它与短语beknownfor和beknownto三者在用法和意义上的区别，beknownfor指“因…而著名”，beknownto指“为……所知”。

试比较以下三句话：

YaoMingisknownasabasketballplayer.姚明被称为篮球运动员。

YaoMingisknownforplayingbasketball.姚明因打篮球而著名。

ThebasketballplayerYaoMingisknowntoeveryChinese.篮球运动员姚明为每个中国人所知。

2.Theinsideaddressisthenameandaddressofthepersonorthecompanytowhomtheletteristobesent.

信内地址是收信人或收信公司的名称和地址。

句中，towhomtheletteristobesent是修饰thepersonorthecompany的定语从句，其中介词to被置于关系代词whom之前，此时关系代词不能用who或者that，一般也不能省略。

3.Ifyouwanttoprovideasubjectline,itusually